EMPLOYERS SHOULD HAVE THEIR EMPLOYEE HANDBOOKS PERIODICALLY REVIEWED BY THEIR ATTORNEY OR GENERAL COUNSEL
Rev. 03/17
TABLE OF CONTENTSSection No. / Title / Page
0.1 / Welcome Letter from CEO
0.2 / About this Handbook
Section 1 / POLICIES & PROCEDURES / Page
1.1 / Employment At-Will
1.2 / Equal Employment Opportunity
1.3 / Anti-Harassment and/or Discrimination
1.4 / Genetic Information Non-Discrimination
1.5 / Workplace Accommodations
1.6 / Employment Eligibility Documents
1.7 / Employment of Relatives
1.8 / Open Communication
1.9 / Direct Relationship Philosophy
1.10 / Confidential and Proprietary Information
1.11 / Ethics and Conflicts of Interest
1.12 / Solicitation & Distribution
1.13 / Bulletin Boards
1.14 / Background Screening
1.15 / Secondary Employment
Section 2 / EMPLOYMENT STATUS & RECORDS / Page
2.1 / New Employee Orientation
2.2 / Employment Records
2.3 / Introductory Period
2.4 / Employment Classifications
Section 3 / WORKING CONDITIONS, HOURS & SAFETY / Page
3.1 / Hours of Work
3.2 / Use of Email and Voice Mail
3.3 / Use of Telephones and Cellular Telephones
3.4 / Social Media
3.5 / Telephone Monitoring
3.6 / Personal Property
3.7 / Right to Search/No Privacy Expectations
3.8 / Smoke-Free Workplace
3.9 / Safety and Health
3.10 / Injury/Illness on the Job
3.11 / Distracted Driving
3.12 / Weapons Policy
3.13 / Violence in the Workplace
Section 4 / TIMEKEEPING, PAYROLL & COMPENSATION / Page
4.1 / Payday
4.2 / Direct Deposit
4.3 / Overtime
4.4 / Corrections to Pay
Section 4 / TIMEKEEPING, PAYROLL & COMPENSATION / Page
4.5 / Pay Transparency [For federal contractors only. All others should delete this policy.]
Section 5 / BENEFIT PROGRAMS / Page
5.1 / Eligibility for Benefits
5.2 / Health and Welfare Benefits
5.3 / Retirement Savings Plan 401(K)
5.4 / Retirement Plan
5.5 / Employee Assistance Program
5.6 / Continuation of Healthcare Coverage (COBRA)
5.7 / Workers’ Compensation
Section 6 / TIME OFF & LEAVES OF ABSENCE / Page
6.1 /
Vacation or PTO [if an employer opts for pto rather than vacation policy, be sure to delete section 6.3]
6.2 / Holidays6.3 / Sick Time
6.4 / Personal Leave Time
6.5 / Maternity Leave
6.6 / Family Medical Leave Act [For employers who are required to comply with FMLA. All others should delete this policy.]
6.7 / Extended Leave of Absence
6.8 / Military Leave
6.9 / Bereavement Leave
6.10 / Jury Duty/Witness Duty
Section 7 / EMPLOYEE CONDUCT & CORRECTIVE ACTION / Page
7.1 / Attendance and Punctuality
7.2 / Drug and Alcohol Abuse
7.3 / Conduct Rules
7.4 / Corrective Action
7.5 / Dress Code
7.6 / Resigning Employment by No Call/No Show
7.7 / Leaving the Organization
Handbook Acknowledgment
Welcome Letter from CEO
Welcome to (Organization Name)!
We are happy to have you as a member of the (Organization Name) team. You are here because we believe you can make an important contribution to our future. We also believe we have an environment where you can learn and grow and gain the satisfaction of being part of a successful organization.
(Organization Name) exists to serve the needs of our customers. Our customers depend on our products and services, and we will always strive to live up to their expectations.
Thank you again for being part of our team!
I look forward to working with you!
(Insert Name)
President and CEO
About This Handbook
This handbook is your information guide to (Organization Name). It has been prepared to provide employees with a general overview of our policies, procedures and benefits. It is obviously not possible to anticipate every situation that may arise in the workplace or to provide information that answers every possible question. Further, this information guide is not intended to create, nor does it create, a contract of employment or contract for benefits for any specific term, either express or implied, between (Organization Name).
Although it is not a contract or a legal document, it is important that all employees read, understand and follow the provisions of this handbook. Further, circumstances will undoubtedly require that policies, practices and benefits described in this information guide may need to be clarified, modified or revoked. (Organization Name) may, at any time, in its sole discretion, modify or vary anything stated in this Handbook— except as required by law, and except for the rights of the parties to terminate employment at will, which may only be modified by an express written agreement signed by the [Title of Employee] of the Company.
This handbook supersedes and replaces any previous version.
SECTION 1: POLICIES AND PROCEDURES
1.1 EMPLOYMENT AT- WILL
It is the policy of the Company that all employees are employed at-will. This handbook is not a contract guaranteeing employment for any specific duration. This means that either you or the Company may terminate employment at any time, for any reason, with or without cause or notice. Please understand that no representative of the company other than the Chief Executive Officer has the authority to enter into any individual agreement with you for employment for any specified period or to make any promises or commitments contrary to the foregoing. Further, any employment agreement entered into by the Chief Executive Officer shall not be enforceable unless it is in writing.
1.2 EQUAL EMPLOYMENT OPPORTUNITY
As an equal opportunity employer, (Organization Name) does not discriminate in its employment decisions on the basis of race, religion, color, national origin, sex, pregnancy, childbirth and related conditions, lactation status, gender identity, sexual orientation, age, disability, veteran or military status, genetic information, ancestry or any other protected status as required by law. Our management is dedicated to ensuring the fulfillment of this policy with respect to hiring, placement, promotion, transfer, demotion, layoff, termination, recruitment advertising, pay, and other forms of compensation, training, and general treatment during employment, including religious accommodations.
Any employees with questions or concerns about any type of discrimination in the workplace or other violation of this policy should bring these issues to the attention of their immediate supervisor or Human Resources. Employees can raise concerns and make reports without fear of retaliation. No employee will be subject to, and the Company prohibits, any form of discipline or retaliation for reporting perceived violations of this policy, pursuing any such claim, or cooperating in any way in the investigation of such claims. Any violation of this policy will not be tolerated and will result in appropriate disciplinary action, up to and including termination.
The Company will promptly investigate the facts and circumstances of any claim this policy has been violated and take appropriate corrective measures. Anyone found to be engaging in any type of discriminatory behavior in violation of this policy will be subject to disciplinary action, up to and including termination of employment. Further, anyone who retaliates against an employee for bringing forth a complaint about behavior that violates this will be subject to disciplinary action up to and including termination.
1.3 ANTI- HARASSMENT AND/OR DISCRIMINATION
(ORGANIZATION NAME) strives to maintain a workplace that fosters mutual employee respect and promotes harmonious, productive working relationships. Our organization believes that discrimination and/or harassment in any form constitutes misconduct that undermines the integrity of the employment relationship. The Company prohibits discrimination and/or harassment that is sexual, racial or religious in nature or is related to anyone’s gender, national origin, age, sexual orientation, gender identity, pregnancy, disability, genetic information or veteran’s status. This policy applies to all employees throughout the organization and all individuals who may have contact with any associate of this organization for business reasons, such as, a vendor or customer.
Sexual harassment is one form of harassment. Sexual harassment is the unwelcome sexual advances, requests for sexual favors, or other verbal, visual or physical conduct of a harassing nature will constitute harassment when a person involved feels compelled to submit to that misconduct in order to keep his/her position, to receive appropriate pay, or to benefit from certain employment decisions. If this type of misconduct interferes with an employee’s work or creates an intimidating, hostile or offensive work environment, it may also be considered harassment.
Everyone at (ORGANIZATION NAME), especially each member of management, is expected to avoid any behavior or conduct that could be interpreted as a violation of this policy against harassment. All employees should also understand the importance of informing an individual whenever that individual’s behavior is unwelcome, offensive, in poor taste or inappropriate. If you feel that you have experienced or witnessed discrimination or harassment, you are to notify any of the following individuals immediately:
· Immediate supervisor
· Human Resources
· Chief Executive Officer
The Company will promptly and thoroughly investigate the complaint and, when applicable, take appropriate action to prevent further incident. Retaliation against any employee for filing a complaint or participating in an investigation is strictly prohibited. Anyone who retaliates against another for complaining or participating in an investigation will be subject to disciplinary action up to and including termination. We strongly urge associates to bring forth any complaints of workplace harassments.
1.4 GENETIC INFORMATION NONDISCRIMINATION
(Organization Name) strictly prohibits discrimination based on genetic information. GINA prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of employees or their family members. In order to comply with this law, we are asking that you not request or provide any genetic information in the workplace or to representatives of the company at any time. ‘Genetic information,’ as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.
1.5 WORKPLACE ACCOMMODATIONS
The Company is committed to the goal of ensuring equal employment opportunities to all individuals, regardless of disability or other legally protected status. Some of our employees may suffer from a disability that interferes with their ability to perform their job. This may include employees temporarily disabled by pregnancy, childbirth or related medical conditions. If you suffer from a disability that interferes with your ability to perform your job, please let us know so we can explore whether there are any reasonable accommodations we can provide that will enable you to perform your job without causing an undue hardship on the Company or creating a significant risk of substantial harm to you, your co-workers or others.
A reasonable accommodation may take many forms. In general, it is any change in the workplace or the way things are customarily done that provides an equal employment opportunity to an individual with a disability. Depending on the circumstances, a broad range of measures that would enable an individual to apply for a job, perform a job, or have equal access to the workplace and associated benefits may be reasonable accommodations. Common types of accommodations include: making changes in the physical work environment, providing or permitting the use of certain equipment, aids or services, making changes in workplace policies, modifying work schedules, granting breaks, removing and/or substituting marginal job functions, providing a reassignment to another vacant job which an individual is qualified to perform if accommodation within the current position would pose and undue hardship, and/or granting time off work due to a flare up of a disability or granting a leave of absence (including extending the duration of leaves of absence provided under the Company’s leave policies). Reasonable accommodations do not include providing personal use items (such as eye glasses, hearing aids, wheelchairs and other items that are used on and off the job), or removal of an essential job function.
If you need a reasonable accommodation you should present a request for accommodation to [specify designated contact]. The Company will work with you to confirm the nature of your disability, understand the limitations that result from it and help identify potential reasonable accommodations that could overcome those limitations. We also may request you provide medical documentation to obtain further information regarding these matters. Cooperating with the Company by returning requested information in a timely fashion is required.
The Company strictly prohibits any form of retaliation for making a request for reasonable accommodation. If you believe someone has violated this no-retaliation policy, you should bring the matter to the immediate attention of [title of designated contact]. Violations of this policy against retaliation may result in discipline, up to and including termination.
1.6 EMPLOYMENT ELIGIBILITY DOCUMENTS
The Company is committed to employing only United States citizens, Lawful Permanent Residents, and non-immigrant resident Foreign Nationals who are authorized to work in the United States; and, it does not unlawfully discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present acceptable documentation.
Additionally, any employee younger than eighteen (18) years of age will be required to present proof of age and certification required by state or federal law.
1.7 EMPLOYMENT OF RELATIVES
(Organization Name) does not strictly prohibit the employment of relatives in the capacity of regular, contractual or temporary status. However, the Company has established this policy to promote the equitable treatment of all employees, to avoid actual and perceived conflicts of interest, and to prevent the appearance of partiality in the hiring, promotion, demotion, reassignment, and transfer of employees. Thus, relatives of person’s currently employed by (Organization Name) may hired only if they will not be in the same department, under the same supervision, working directly for or being supervised by a relative.
Relatives for purposes of this policy are defined as: spouse, son, daughter, mother, father, brother, sister, grand-parent or child, step-parent or child, step-sister, step- brother, in-laws, aunt, uncle, nephew, niece, first cousin, significant other or any other relationship that would present a conflict of interest as determined by the Company.